"Tenant users" section

The “Tenant users” section includes:

The page of the “Tenant users” section is intended for viewing the list of tenant users and managing them.

There are 2 types of users in Robin platform:

1. Internal. It can be created through the platform interface in the "Tenant users" section. Credentials (username and password) of such a user, his/her full name, email, description, blocking can be changed only on the Robin side. To log in under an internal user, it is mandatory to enter login and password.
2. External. This is a user that is created in your corporate Active Directory, but is also used to work in the Robin platform. The password from the account of such a user is stored and controlled only on the Active Directory side. His username full name, mail are specified both in Active Directory and in the Robin database (to be able to work with these users), but you can change them only through Active Directory. Using an external user when working in the platform allows:
• Sign in to Robin without entering login and password, because you have already specified them when logging in to the PC/server under a domain account
• For the same employee, you can create and change the account manually only on the Active Directory side. The Robin database will automatically receive data about this user from Active Directory

Configuring access to the platform modules or its objects for any users is done only through the Robin interface.

Description of the users table

The table of the section contains the list of users added to the current tenant.

You can use the "Columns" dropdown list to select which columns will be hidden or displayed, with the "Login" column always displayed. 

Creating an internal user

To create a new internal user, follow the steps:

1. Click the "Create user" button. The "Create user" window will open:

The window contains the fields: 

• "Last name"
• "First name" 
• "Middle name"
• "Position"
• "Email"
• "Login" - if the " Email" field is already filled in, the value from the "Email" field up to the @ symbol is automatically substituted into the field. This value can be changed if necessary. Login must not contain letters in uppercase and must be unique among other users of the platform
• "Role" - the user must be created with at least one role, but if necessary, several roles can be added at once
• "Group" - select the group to which the user will be added. If necessary, it can be added to several groups at once
• "Description"

2. Fill in all mandatory fields (and optional fields if necessary):

3. Click the "Create" button to confirm the creation of the user. Or click the "Cancel" button if you decide not to create a new user. If all fields are filled in correctly, the window will be closed and the new user will be added to the system.

4. If all fields are filled in correctly, the window will be closed and the new user will be added to the system.

5. The system sends an email containing a link to create a user password to the email address that was specified when the user was created:

I.e. the user always sets the password for his account himself.

6. Until the user follows the link and sets a password for himself, his mail will be marked as unconfirmed in the system.

A user may not be created for the following reasons:

• There is already a user with the specified login in the system
• Required fields are not filled in
• Problems when trying to add a new user to the database or send an email to the specified mail to set a password.

Creating an external user

You cannot create an external user manually through the Robin platform interface. A record of such a user is created in the Robin database automatically. But for this purpose, the interaction with Active Directory must be configured beforehand. For more information about the required settings, please refer to the Instruction Manual that comes with the platform installation/upgrade package.

If the required settings are made, the creation of an external user is performed as follows:

1. In Active Directory, the administrator adds the desired domain user to the "robin_users" group. If the user does not exist yet, he creates it beforehand
2. At specified intervals, the Robin system synchronizes with Active Directory. For all new users from the "robin_users" group, it creates corresponding external users in its database:
   • Full name, email and login is obtained from Active Directory. If no full name or email is specified, the external user will still be created. These parameters are optional for external users
   • If there is already an external or internal user with this login in the Robin database, this external user will not be added
   • Since this is an automatic process, new external users will be added to the database, but not allocated to any tenant. After synchronization is complete, the administrator will have to add the new users to the correct tenant and configure the necessary accesses for them.

Adding user to tenant

  To add a user to the current tenant, the following steps must be followed:

1.Click the "Add user to tenant" button. The "Adding user to tenant" window will open:

The window contains the fields: 

• "User" - you can select only one or several users at once. The list will not include those users who have already been added to the current tenant.  Only users who have not yet been added to the current tenant will be displayed in the list. Users who were previously in the current tenant, but were removed from it, are also displayed in this list
• "Role" - when adding a user to the tenant, at least one role must be assigned to him

2. Fill in all mandatory fields:

3. Click on the "Add" button to confirm adding the user(s). Or click on the "Cancel" button if you decide not to add the user(s) to the tenant.

4. When you click on "Add", the window will be closed and the selected user(s) will be added to the tenant with the specified role(s).

5. You can also click on the "Add and select next" button if you want to add the selected user(s) with the selected role(s), and continue adding users with other roles.

User card

To open a user's card, click on his login in the user table.

If for some reason the system cannot find the selected user in the Robin database, the record will be hidden from the table.

The user card contains information about the selected user: 

• Full name
• Status
• Position
• Login
• Email. If the email has not yet been confirmed, the icon next to it is shown. If the user's view is external, the mail of this user is not checked and is automatically considered confirmed
• Role or roles the user has in this tenant
• Group or groups to which the user has been added
• User description

Internal user card

External user card 

If the user is blocked, the phrase "User is blocked" is additionally displayed:

Changes to user information

You can also make changes to user data as needed. To change user data, you must follow the steps:

1. Click the "Edit" button.
   • If the user view is internal, then after clicking all fields except “Login” will become editable. The user login is set only once - when creating the user:
   • If the user type is external, only the fields "Position", "Role", "Group", "Description" will be editable after clicking:

In the editing mode, in addition to information about the user, you can also change his status - blocking or unblocking using the checkbox   . This change of blocking for an external user is only taken into account in the Robin platform; these changes are not applied on the Active Directory side.

2. Make the necessary corrections.

3. Click the "Save" button to confirm the changes made. Or click the "Cancel" button if you decide not to apply the changes.  In either case, the card will be put back into read mode.

Changing the user password

 To change the password of an internal user, you need to follow the steps:

1. Click the "Reset password" button  in the internal user card (displayed only in the card reading mode). The system will send a link to the specified user email to change the password: 

2. The user updates the password himself. To do this, he must:

• Follow the link from the email. This page will be opened:
  
• Click the link on this page. This will open the page:
  
• Fill the "New password" and "Confirm password" fields with the same values - the new password
• Click the "Confirm" button. If the values specified in the fields are the same, the system will update the user password and display the page:

The external user password cannot be changed through the Robin platform interface. You can manage the password of an external user only through Active Directory.